HP MFP Sending Software 4.0 to 4.20 manual Technology overview

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Software description

Technology overview

HP DSS is an optional software program for the HP LaserJet multifunction peripheral (MFP) products. When using HP DSS for digital sending, settings are configured by using the HP MFP DSS Configuration Utility rather than the device control panel.

Two methods are available for configuring an HP MFP to send documents digitally:

●Embedded digital sending: Embedded digital sending can be configured on the HP LaserJet 4100mfp, HP LaserJet 4345mfp, HP LaserJet 9000 Series MFPs, and the HP 9200c Digital Sender “out of the box.” These embedded digital-sending features include send-to-e-mail and dynamic LDAP (lightweight directory access protocol) addressing. These features are either configured from the control panel of the MFP or from the HP Embedded Web Server interface, and do not require HP DSS to be installed.

●Service-based digital sending: Service-based digital sending requires HP DSS to be installed on a digital sending server. The digital sending server then controls all of the digital sending tasks. Performing service-based digital sending by using HP DSS 4.0 and later also adds the ability to send to secure e-mail, network folder, and workflow destinations.

After installing HP DSS, the administrator can choose to either continue to route send-to-e-mail jobs from the device directly to the simple mail transfer protocol (SMTP) gateway or to route send-to- e-mail jobs first to HP DSS. Each method has distinct advantages, depending on the network environment.

Sending e-mail directly from the device offers the following advantages:

●The device can route the e-mail to an SMTP gateway that is “closer” to the device than the service is.

●The administrator can configure different devices to use different SMTP gateways.

Using HP DSS to send e-mail offers the following advantages:

●HP DSS supports multiple SMTP gateways for redundancy.

●If the SMTP gateway does not support anonymous access, only one transmission protocol/ internet protocol (TCP/IP) address needs to be specified in the exception table.

NOTE The HP DSS program V4.3 added support for authenticated SMTP.

Figure 2-1 Embedded and service-basede-mail illustrates the differences between embedded and service-based e-mail.

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Contents HP Digital Sending Software Page HP Digital Sending Software Copyright and License Table of contents Software features Administration tool LDP.EXE Console with ADSIEDIT.MSC Determining access rightsDetermining the search root Troubleshooting tools Installation and removalAppendix 105Introduction HP Digital Sending SoftwarePurpose and scope Software description Technology overview Embedded e-mail Dsmp Software capabilities Functions available through HP DSS1Functions available through HP DSS Function Detail CompatibilityFunction Detail Authentication FaxControl-panel features HP MFP Digital Sending Software Configuration UtilityRemote Configuration Utility Authentication Mail capabilitiesSecure e-mail Fax capabilities Send-to-folder capabilitiesSend-to-workflow capabilities HP DSS components 2HP DSS network requirementsComponent Licensing Windows interfaceSeats Part Number Hewlett-Packard limited warranty statement Node LockingLicenses from prior versions HP software license terms License grantOwnership Part KEY Code Software description Software features Using Internet support Finding documentation and other supporting information1Sources of information Source DescriptionUnderstanding support tools 2Support toolsTool Purpose Using the e-mail feature Using the e-mail feature Configuring the e-mail feature Email tabMail servers that function as Smtp gateways ExchangeVerifying the Smtp gateway SendmailQmail Lotus Domino NotesUsing the secondary e-mail feature Secondary e-mailUsing HP DSS to send secure e-mail Configuring secondary e-mailTo configure secondary e-mail 5The Secondary Email tabUsing the fax feature Internet faxWindows 2000/XP fax LAN faxLANFax Timeout Configuring the fax featureConfiguring LAN fax notification LAN Fax notificationTo configure LAN fax Fax tabTo configure Internet fax 8Configuring Internet fax Software featuresTo configure Windows 2000/XP fax Using the send-to-folder feature To configure Analog embedded faxSend-to-folder Feature Using HP DSS to send a document to a folderConfiguring the send-to-folder feature Changing the settings11 The Folders tab To configure the send-to-folder feature Using the send-to-workflow feature Configuring the send-to-workflow feature12 The Workflows tab Configuring a workflow group Configuring a workflow menuConfiguring a workflow form To create a workflow form for a folder destination15 Add Prompts dialog box Software features 3Response format options Format AttributesSend to workflow Folder destination Creating a workflow form for an FTP site Creating a workflow form for a printer Software features Using authentication 4Authentication bind methodsLdap bind methods Bind method Description Can be used byMethods of authentication Windows Active Directory authentication methodWindows Authentication Determining the Ldap server bind method for WindowsNovell authentication methods Ldap authentication Novell NDS configurationNovell Bindery configuration Ldap authentication Configuring Authentication 23The Authentication tabLdap Configuration To configure the Ldap serverTroubleshooting authentication Determining the Ldap server hostname or TCP/IP addressDetermining the search root \ telnet 15.63.55.144Determining access rights To determine Ldap attributes using LDP.EXE Determining the correct Ldap attributesOther authentication configuration issues First name, last name out of orderLdap performance with dynamic Ldap addressing Only one name appears in the Address BookUsing address books Effect of authentication on address book availabilityAdding addresses Clearing addressesTypes of address books PrivatePersonal Personal distribution listUsing the Address Book Manager GuestGlobal Replicated LDAP/ABM Public distribution listConfiguring address books Importing addresses into the ABMConfiguring Ldap directory replication 6Address book synchronizationMethod Description Effect at the control panelConfiguring personal address books To set up automatic replication of the Ldap address bookConfiguring individual devices Configuring DSS address booksTo add a new device Configuring a device MFP list7MFP list icons Icon DescriptionSoftware features 27Send to Email tab in the Configure MFPs window Send to Email tabTo enable send to e-mail by using HP DSS To enable send to e-mail directly from the MFPAdvanced e-mail settings 28Advanced E-mail Settings dialog boxSend to Fax tab Configuring the HP DSS send-to-fax feature Configuring the MFP analog send-to-fax feature 8MFP modem settingsAddressing tab Option ActionSoftware features Select Active Directory Defaults Advanced addressing settings Software features Log tab Preferences tab Document Size Document Type34Properties tab in the Configure Mfps window Properties tabSoftware features Troubleshooting tools Using the Activity Log in the Configuration Utility To view the activity logUsing the log for an individual device 1Device log eventsEvent Description Action to take Running Understanding critical error notifications 2Critical error messagesError Message Suggested Actions Troubleshooting tools Installation and removal Requirements for installing HP DSS System requirementsSupported platforms Network operating systemsMFP firmware requirements Client operating systems for the Address Book Manager onlyNovell NetWare support HP DSS CD contents PortsUpgrading from previous versions of HP DSS Uninstalling HP DSS Installation and removal Appendix Workflow image file settings 1Effects of the file settingsImage processing Mail file settings 2Document type settingsDocument type Description Supported third-party fax programs AccpccTopcall Appendix Fax GatewaysMessages Page Hewlett-Packard Development Company, L.P